Using active-voice sentences
When we start to look at how accessible our written information is to people living with dementia, we often focus a lot on layout and design. And that’s a great starting point.
We know, for example, that left aligning text makes it easier to read. Or that leaving plenty of space between lines and paragraphs helps us focus more easily. Designing our documents in a more visually accessible way is a relatively easy starting point to make them easier to read and process.
But it’s also important to look closely at the way we write the information — the way we use language itself.
Use the active voice
One issue that arises a lot, particularly in more formal or business writing, is using the passive voice instead of the active voice. But what does that actually mean? Here’s an example.
If we write:
“The dog chased the ball”
then we’re using the active voice.
But if we were to write:
“The ball was chased by the dog”
then we would be using the passive voice.
“We always do it this way”
Traditionally, the passive voice has been very common in academic or scientific writing. And sometimes that’s entirely appropriate. There are cases where it’s the best option and doing anything else would sound daft. BUT we often fall into the trap of believing that if we use the passive voice, it makes us seem cleverer and more articulate. In fact, a few decades ago at the start of my career, I was taught very clearly by senior colleagues that minutes, business letters, reports, should be written using the passive voice.
Unfortunately, that kind of “tradition” can make it very difficult for us to write more simply. We worry about not looking professional or skilled. But we know that written information has become less formal over recent years. We have more understanding about how important accessibility is. We also know more about how different diseases that cause dementia can affect the way people read and process information.
So, it’s time to overhaul our writing and be clear, concise and effective! Using the active voice more is a great place to start.
Why it’s good to write in the active voice
1.Subject - verb - object
If we write information using the passive voice, it often reverses the typical order of a sentence. Let’s look at an example:
“It was decided by the committee to start a newsletter.”
The active voice version of this would be:
“The committee decided to start a newsletter.”
Simpler and clearer? Yes. But why? Well, it follows the clear subject-verb-object pattern that we’re very used to in English. That makes it easier for readers to understand who is performing the action. In this case, the committee.
Using natural English word order reduces cognitive load. We use less working memory when we read an active-voice sentence than a passive one.
2.Natural speech patterns
Active-voice sentences sound more natural to us, because it’s the way we usually speak.
If we were coming back from the committee meeting mentioned above, and started telling our family about it, we probably wouldn’t say, “It was decided by the committee to start a newsletter”.
We’d say, “Oh, the committee decided to start a newsletter”.
It’s a natural speech pattern and these patterns are firmly embedded from well before we learned to read and write.
3.Easier to visualise what’s happening
When we write sentences in the active voice, we mention the person or organisation DOING the action first. This usually makes it easier for us to visualise what’s happening, and we understand more quickly.
4.Keeps it concise
Another big plus of using the active voice is that it tends to be more concise. Active sentences are usually shorter and more focused than their passive alternatives. They cut out unnecessary words, making the sentence simpler to read and process. And when we keep things concise, it reduces the mental effort needed and helps readers to stay focused.
5. Creates better readability
Writing in the active voice doesn’t just make your sentences shorter—it also boosts overall readability. Stronger verbs, clearer sentence structures, and that familiar subject-verb-object pattern all work together to create writing that’s much easier to follow.
The result? Your readers stay more engaged. And when something’s easier to read, it’s more likely to be understood. That’s especially important when you’re writing for people who may find it challenging to process complex information.
6.Less frustrating to understand
For people living with dementia, passive voice sentences can be especially tricky to decode. Because passive structures tend to obscure who is doing what, readers are left having to do extra work to figure things out.
Using the active voice means there’s less ambiguity, less frustration, and less risk of misunderstandings.
By the way, If you’re thinking about Search Engine Optimization (SEO), using the active voice can give you a bit of a boost there too. Search engines tend to favour content that’s clear and easy to read—just like we humans do! Active sentences are generally shorter and use stronger verbs, which makes it easier for search algorithms to scan and understand your content. So, by sticking with the active voice, you’re not only helping your human audience, but you’re also making your content more discoverable online.
Examples
| Passive Voice | Active Voice |
|---|---|
| Your order has been processed by our team. | Our team has processed your order. |
| A workshop has been arranged by the carers' group. | The carers' group has arranged a workshop. |
| Feedback will be provided by the department head. | The department head will provide feedback. |
| The instructions were misunderstood by the team. | The team misunderstood the instructions. |
| A solution was suggested by the consultant. | The consultant suggested a solution. |
Finally
Making our writing more accessible for people living with dementia is about more than just good design; it’s about how we use language. Shifting to the active voice simplifies sentences, makes them easier to follow, and reduces the cognitive effort needed to understand them. It improves readability, keeps readers engaged, and removes unnecessary frustration. By writing more clearly and directly, we can ensure our content is more accessible to everyone, and also more impactful and effective.
BIBLIOGRAPHY
Designing for Dementia | AbilityNet. [online]. Available at: https://abilitynet.org.uk/factsheets/designing-dementia.
Kempler D, Goral M. Language and Dementia: Neuropsychological Aspects. Annu Rev Appl Linguist. 2008 Jan 1;28:73-90.
Nasiri M, Moayedfar S, Purmohammad M, Ghasisin L. Investigating sentence processing and working memory in patients with mild Alzheimer and elderly people. PLoS One. 2022 Nov 1;17(11)
Van Boxtel, W., & Lawyer, L. (2021). Sentence comprehension in ageing and Alzheimer’s disease. Language and Linguistics Compass, 15(6).
Weirather RR. Communication strategies to assist comprehension in dementia. Hawaii Med J. 2010 Mar;69(3):72-4.
Wray, A. (2021). Why dementia makes communication difficult: A Guide to Better Outcomes.
Jakub Zielinski. Passive Voice: SEO Sin or Acceptable Writing Style? At Semrush Blog. (2022). [online] Available at: https://www.semrush.com/blog/passive-voice-vs-seo/ [Accessed 23 Sep. 2024].
Image credits
Committee Meeting Photo by Mimi Thian on Unsplash
© Heather Eason 2024
